Roles and permissions

HireBest controls access in two layers:

Organization role. Each person has one role in each organization they belong to. The role sets what they can do across that organization.
Hiring-team roles. On each job, a person can hold one or more team roles. The team roles set what they can see and do on that job.

A role applies only in the organization where the person holds it. A person who is an Admin in one company and a User in another has Admin rights only in the first company.

Organization roles

Role	Who it is for	What it adds
Super Admin	The owner of the organization's HireBest account	Everything an Admin can do. Sees every job in the organization, including confidential jobs.
Admin	People who run HireBest for the organization	Opens the Admin area: users, company information, job levels, rejection reasons, interview templates, integrations, assessments, notifications and billing. Sees every job that is not confidential.
User	Hiring managers, recruiters, interviewers and reviewers	Sees only the jobs where they are on the hiring team. What they can do on a job depends on their team roles.
Archived	People who no longer work with the organization	No access to the organization's data. Their interviews, ratings and comments stay in the record.

What only Admins and Super Admins can do

Invite people and change their organization role.
Set the Talent Acquisition and Hogan approver flags.
Edit company information, the logo and the company profile.
Manage job levels, rejection reasons and the organization's interview templates.
Connect an ATS.
Turn Hogan assessments on or off for the organization.
Turn notification types on or off for everyone.
Manage the payment card, the billing email and the charge history.

An Admin can give any role, including Super Admin. Give Super Admin to as few people as possible.

Hiring-team roles

A person can hold several team roles on the same job. The rights add up.

	Hiring Manager	TA Partner	Cipher Review	Sourcing & Screening	Interviewer
See all candidates on the job	Yes	Yes	No	Yes	Only the candidates they interview
Change a candidate's stage or reject a candidate	Yes	Yes	No	No	No
Record the hiring decision	Yes	No	No	No	No
See every version of the Cipher	Yes	Yes	Versions shared for review, and the final Cipher	Final Cipher only	Final Cipher only
Edit and finalize the Cipher	Yes	Yes	No (writes reviews)	No	No
See interviews	All	All	None	Screening interviews	Their own
Conduct an interview	Yes	Yes	No	Their own	Their own
See all Cipher ratings	Yes	Yes	No	No	No
See Hogan results	Yes	Yes	No	No	No
Open the job's Settings and edit the hiring team	Yes	Yes	No	No	No

Admins and Super Admins can do everything in this table on any job they can see, except the hiring decision. Only a Hiring Manager records the hiring decision. An Admin who must record it needs the Hiring Manager role on that job.

Anyone who can open a job can add a candidate to it.

Every job keeps at least one Hiring Manager.

Rate first, then see the summary

An interviewer sees the AI summary of the ratings only after they submit their own rating. This keeps each rating independent. The Hiring Manager, the TA Partner, Admins and Super Admins always see the summary.

Each person can create and edit only their own ratings.

Confidential jobs

A person who creates a job can mark it confidential ("Is this role confidential?"). A confidential job is hidden from everyone who is not on its hiring team. The only exception is a Super Admin, who sees every job in the organization. An Admin who is not on the team does not see a confidential job.

Special flags

Flag	Set by	What it does
Talent Acquisition (shown as TA)	Admin or Super Admin	When a TA-flagged person creates a job, they can choose its Hiring Manager and TA Partner. When anyone else creates a job, they become its Hiring Manager.
Hogan approver	Admin or Super Admin	An approver's Hogan order goes straight to the candidate. An order from anyone else waits as "Awaiting approval" until an approver approves or denies it. Approvers can be in any organization role.

Review access regularly

Review roles and flags when a person's work changes.
Review each job's hiring team separately from organization roles.
Do not share accounts or paired phones.
To remove a person's access, ask HireBest support.

The privacy notice describes role-based access and organization separation at policy level.